Administrative Assistant 1 (NY HELPS)

Position Summary

The Administrative Assistant 1 provides comprehensive administrative support to the Business Office, including Budget, Purchasing & Accounts Payable, and Property Control & Print Services. The position ensures an efficient office by managing complex procurement tasks, financial reconciliations, and diverse administrative workflows. This position maintains institutional continuity by overseeing compliance-based reporting, coordinating campus-wide services, and providing essential cross-functional support for key financial and executive personnel.

Hours for this position are 8:00 a.m. to 4:30 p.m. Monday through Friday.

Salary: $40,391-$47,695 dependent upon experience.

Major Responsibilities

Administrative & Office Support

• Schedule meetings, maintain calendars, and provide administrative support for the Business Office and the Assistant Vice President for Finance.
• Serve as primary administrative support for the Business Office, including tracking and ordering equipment, supply management, travel arrangements, work orders for office repairs, and general office operations.
• Respond to phone and email inquiries, demonstrating effective communication and strong customer service skills.
• Retrieve, sort, and route office mail. Research check origins and properly route received checks.

Procurement, Purchasing & Financial Transactions

• Process purchases and reconciliation using procurement cards, following all procurement card rules and security requirements.
• Serve as backup for processing cash, allocation journals, and expense journals.
• Process monthly campus recharges, such as computers, software, mail, print services, central stores, transportation, and other chargebacks.
• Receive and process miscellaneous payments and prepare journal transfers as needed.
• Perform monthly audits of journals in the Finance & Management System to ensure OnBase backup is complete.